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Click to go to Pcard Homepage

 

Who is Responsible for What?

 

 

 

 

Cardholder Responsibilities

Cardholder Responsibilities

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Making Only Authorized Purchases
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Obtaining a Detailed Original Receipt for Each Purchase (Can’t Get a Receipt?  Contact the Delegated Procurement Team for Advice and Assistance)
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Completing the Transaction Log with a Brief Description Justifying the Purchase
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Reconciling the Monthly Visa Statement
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Ensuring all Transactions are Authorized (Review Transaction Log Closely)
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Ensuring Credits are Received
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Resolving any Discrepancies
0 Documenting Furniture and Food Purchases as Required
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Signing the Log
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Creating Monthly Pcard Record

(Signed Log with Justifications, Statement, Receipts, Credits, Documentation)

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Passing the Pcard Record to Assigned Reviewer for Approval in a Timely Manner
Please Note that reallocation of Charges May Not Be the Responsibility of the Cardholder; This Decision is Made at the Department Level

 

To Apply for a Purchasing Card complete the Cardholder Agreement Form – State of Maryland Corporate Purchasing Card

 

 

Reviewer Responsibilities

 

To Apply for Reviewer Access Complete the Reviewer Access Form

 

Reviewer Responsibilities

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One of the Assigned Reviewers shall be the cardholder’s immediate supervisor or someone within the cardholder’s chain of command
0 Reviewers are required to ensure that charges are valid, authorized, are within UM Purchasing Card policy and procedures, and are appropriately documented
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Ensure cards are suspended when a cardholder is temporarily removed from payroll or on extended leave
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Ensure cards are canceled when a cardholder leaves the University or the department
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A Reviewer may not review his/her own transactions

 

At the end of each billing period, the Reviewer is required to:

 

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Review the transaction log to ensure all entries are authorized
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Ensure detailed receipt matches the transaction and description of purchase
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Confirm each transaction is authorized and in compliance with UM policies and procedures
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Sign the monthly transaction log for all cardholders for whom they review, certifying all transactions are authorized and that policy and procedures have been followed
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Electronically sign off verifying the review has been completed (all State agencies are required to submit monthly certification verifying all transactions are in compliance) Click Here For Electronic Review Procedures
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Retain the records in chronological order in the department’s business office, and securely maintain the files.
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Ensure Contract and Grant funds are spent within the contract or grant guidelines.
Please note that Reviewers will receive an email notification each month reminding them that the review is due.

 

 

Updater Responsibilities

 

To Apply for Updater Access Complete the Updater Access Form

 

Updater Responsibilities

0 Responsible for assuring charges post to correct account
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Will Have Access to All Accounts That He/She is Responsible for under Reallocate Charges and View Transaction Log

 

 

Should you have any questions please contact us.
Phone: 301-405-5834 Email: pcard@umd.edu Fax: 301-314-9565

 

 

 

 
 
     

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